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Agenda 09/27/2011 Item #16B7 9/27/2011 Item. 16.8.7. EXECUTIVE SUMMARY r"\ Recommendation that the Community Redevelopment Agency (eRA) approve an amendment to the Bayshore Gateway Triangle Event Policy and Procedures Manual that governs CRA sponsored or coordinated eventa~ites. (Fiscallmp8ct: None) O~CTIVE: To receive Community Redevelopment Agency approval for an amendment to the Bayshore Gateway Triangle Event Policy and Procedures Manual that governs CRA sponsored or coordinated event activities. BAeKGROUND: The Bayshore Gateway Triangle CRA Redevelopment Plan details three strategies to eliminate slum and blight (pages 1-7 and IV-19): 1. Improye Private Investment Climate 2. Move Ahead With Catalyst Projects 3~ Promotion. To overcome some aspects of East Naples~ image, proJDotioninitiatives will be . required. CompODents of this strategy . include: a. Chamber~ eOUDty~ and Cou~eilco.-sponsorship of one or more ethnic festivals annually in tile area. b. There is, a need to host promotioDal activities both indoon, when encouraged to do so by the weather, and outdoor. ~ CONS~~RA TIONS: The CRA Board. approved the CRA Event Policy and Procedures M/lIlIlllI on December 15,2009 (Item 16G4). The Policy was crafted from the Collier Parks & Recreation Event and Fee Policy in response to the Clerk's Finance Department's concern that the CRA did not have CRA Board approved event policy and fee Structure. . For years, the Bayshore Gateway Triangle CRA has supported area events. Due to their success, other civic groups and not-for-profits have been attracted to the CRA area as a desirable location to ,conduct their activities, thus the CRA developed an EventPtJlicy and Procedures .Jfanual. In response to outside groups' requests for CRA participation or support through staff time, monetary support or use of CRA owned land, on September 6, 2011 the Bayshore Gateway Triangle CRA Advisory Board approved a modification to the Policy. Also they .forwarded a recommendation to create a Comm'!lnity Events Grant Program for CRA Board and approval, which is submitted under a separate executive summary. FISCAL IMPACT: None. IndividUal event budgets will receive CRA Board approval. LEGAL CONSIDERATIONS: This item has been reviewed and approved by the Office of the County Attorney for content and legal sufficiency. This item requires a majority vote. -STW GROWTHMAN~G~MENT lIMPAc:r: None. RECOMMENDATION: That the Community Redevelopment Agency approve an amendment to the CRA Event Policy and Procedures Manual for the Bayshore Gateway Triangle. Prepared by: ~ David L. Jackson on September 02, 2011 ExeCutive Director, Bayshore/Gateway Triangle Community Redevelopment Agency Pac.ket Page ~1547- 9/27/2011 Item 16.8.7. --., COLLIER COUNTY Board of County Commissioners Item Number: 16.8.7. Item Summary: Recommendation that the Community Redevelopment Agency (CRA) approve an amendment to the 8ayshore Gateway Triangle Event Policy and Procedures Manual that governs CRA sponsored or coordinated event activites. (Fiscal Impact: None) (Companion to Item 1681) Meeting Date: 9/27/2011 Prepared By ~ame: JacksonJ)avid Title: Executive Director, CRA, 9/6/2011 8:32:37 AM Submitted by --- Title: Executive Director, CRA, ~ame: JacksonDavid 9/6/2011 8:32:38 AM Approved By Nam~: JacksonDavid Title: Executive Director, CRA, Date: 9/8/2011 3:35:45 PM Name: CasertaAshley Title: Grants Coordinator, Date: 9/8/2011 4:26:20 PM Name: Williams Steven Title: Assistant County Attorney,County Attorney Date: 9/9/2011 12:03:51 PM Name: FinnEd Date: 9/14/201111:49:33 AM ~ Packet Page -1548- 9/27/2011 Item 16.8.7. Name: KlatzkowJeff Title: County Attorney, Date: 9/19/2011 11:26:11 AM ~ Name: IsacksonMark Title: Director-Corp Financial and Mgmt Svs,CMO Date: 9/19/2011 5:07:09 PM ~ ~ Packet Page -1549- 9/27/2011 Item 16.8.7. ~ COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BAYSHORE GATEWAY TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL BAYSHORE GATEWl~'Y TRIANGLE ..- COMMUNITY REDEVELOPMENT AGENCY ~. Packet Page -1550- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BA YSHORE GA TEW A Y TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL TABLE OF CONTENTS POLICY CRA 01 EVENT PURPOSE & STAFFING................... ............ ..... POLl CY CRA 02 EVENT CHECKLISTS............ ................................. ... POLICY eRA 03 EVENT BUDGET, REVENUE & ACCOUNTING............... POLICY CRA 04 FACILITIES & OUTDOOR AREA FEES.......................... POLl CY CRA 05 EVENT SPONSORSHIPS...... ....................................... POLl CY CRA 06 CO-SPONSORED SPECIAL EVENTS.............................. POLICY CRA 07 ACCEPTANCE OF DONATIONS & GIFTS........................ POLICY CRA 08 VENDORS & APPLICATIONS...................................... POLICY CRA 09 PRIVATE EVENTS UTILIZING CRA PROPERTy.............. BAYSHORE G[~TEWLY TRIANGLE COMMUNITY REDEVELOPMENT AGENCY Packet Page -1551- ~ PAGE ! "l ,) 6 8 11 12 13 14 17 ~ .-... 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REJ)EVELOPMENT AGENCY BA YSHORE GA TEWA Y TRIANGLE EVENT POLICIES ANI> PROCEDURES MANUAL ~ SUBJECT: EVENT PURI)OSE & STAFFING PURPOSE: In accordance with the Bayshore Gateway Triangle CRA Redevelopment Plan, over the course of a year, the CRA staff may plan, organize and execute events that bring awareness to redevelopment activities, assist in marketing local businesses and CRA projects. The following Policies are established to set equitable fees and charges collected fTom users of CRA-owned facilities and land, and to ensure the proper planning, execution and documentation of Event activities. I)OLlCY eRA 01: The following procedures outline the conduct CRA sponsored Events, and the extent ofCRA and/or County personnel staffing. PROCEDURES: A. Each CRA Event will have a specific purpose, mission and marketing o~jectives that \vill be reviewed by the Local Advisory Board and approved by the CRA Board. --- B. In the planning of an Event CRA staff will create and have approved by the CRA Executive Director an event budget. booth/vendor fees. timeline and checklist. Event budget. booth/vendor and admission lees \vill be approved by the CRA Board. c.remporary llse or rental of'CRA indoorlacililies. either eRA-owned or leased. will be approved by the eRA Executive Director. D. The CRA will provide event slafT shins or other readily identifiable clothing 1(.)1' each evenL. E. Stafr members and volunteers are required to wear the event staff'shins lor identification by the public. F. Event staff shirts/clothing will be in good condition. If a replacement is needed, CRA stafT or volunteers will contact their immediate supervisor. G. Staffwill flex their weekly work schedule, or be allocated compensation time. to accommodate the additional work hours incurred at CRA events. ~ ., Packet Page -1552- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REJ)EVELOI)MENT AGENCY BA YSHORE GA TEW A Y TRIANGLE EVENT IJOLICIES AND PROCEDURES MANlJAL ~ SUBJECT: EVENT CHECKLISTS I)OLlCY eRA 02: All event and safety/organization checklists are to be implemented in the planning and running of the CRA events. PROCEJ)URES: A. A generic event-specific checklist exists and shall be used for all CRA events; however, the checklist may be modified to meet the planning and executive needs of the event planner. B. The checklist includes site designations. sponsors, permitting, marketing, material and supply lists, vendors. staffing. set up and tear down, and overall general information. C. The CRA staffwill be responsible fur implementing and modifying the checklist. D. A safety/organizational checklist shall also be completed for each event. Bayshore Gateway Triangle eRA Special Event Checklist ,,-......, Note. This checklist should be updated each event and submitted to the controller Site deslgnatlon- gl\€O to appropriate eme enc seruces vendors Set up Tear Down Generalrnformatlon Volunteers Adequate meetrngs for coordination Medical Assistance Notified and set up Inform3tiorllStaff E uipment Lo istics ~ "l ,) Packet Page -1553- ...-.., 9/27/2011 Item 16.8.7. eOLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BA YSHORE GA TEW A Y TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL Bayshore Gateway Triangle eRA Safety/Organizational Special Event Checklist Note.. This check list should be updated each event and submitted to the controller. ~ 1:hecklist ..."".""..."......,...,i'...:y".j .':.'i.i' "....: . I" 'L ..............' ~jV'itY,S(gnoff1 : Security .. Police Contacted Fire Department Contacted Parking Security Adequate Ol.'!:lrnight Security Adequate Restricted Areas Signed, Guarded, Fenced, etc, Evacuation Procedures Adequate(weather, fire, medicaL etc.) Site Survey Traffic Control/Emergency Access Adequate Accessible Walkways available Terrain Inspected? Holes filled? Hazaros Barncaded? Power Lines obstructed to fire equipment Restrooms Adequate? Handicap Accessible? Tent Stakes co~red with slit tennis balls? Stage/dance floor. Rides Inspected? Entrance/Exit Access AlAalable Medical Assistance Ambulance Access Adequate? Accident Forms Available Staff CPR/First Aid Tramed? Telephone and Emergency Response numbers posted First Aid Supplies Adequate Infonnation/Staff -... 4 Packet Page -1554- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BAYSHORE GATEWAY TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL ~ Bayshore Gateway Triangle eRA Safety/Organizational Special Event Checklist PAGE 2 Liability Transfer Vendors/contractors provided cert of insurance naming agency as additional insured? Alcohol sales licenselinsurance pro'.4ded . Equipment Inventoried? Inspected? Plastic rain covers available? Portable seatinq/bleachers/qrand stands inspected? LOQistics Event beginning/end system needed? (Check staff checklist) Crowd flow considerations? Entertainment contracts obtained Publicity/Media provisions considered? Sponsor recognition completed? Cancellation policy established Garbage/Recycle Bins Waste Mgmt contacted pick up/drop off! Recvclinq coordinator contacted? Pick up/drop off! ..-..... -... 5 PacketPage-1555- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BA YSHORE GA TEW A Y TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL -... SUBJECT: EVENT BUI>GET, REVENUE & ACCOUNTING POLley CRA 03: The fo 1J00ving procedures outline the creation of an Event Budget and collection of revenues at CRA sponsored Events. PROCEI>URES: A. CRA stafhvill prepare a budget for each Event that will project donations, sponsorships and event revenues as well as event expenses needed for the type of event. B. The CRA stafrin coordination with Clerk of Court Finance Department \vill oversee all collections of monies, counting of monies, and deposit of revenues into the bank. C. Vendors are required to pay a fee to be "on site" during Events. This booth/vendor fee may vary by event and is determined by CRA staff and approved by the CRA Board. This fee is paid directly to the CRA stafl: and deposited \vith the Finance Department. -... D. Carnivals that participate in a CRA Events are required to pay a percentage of their gross sales, usually twenty- five (25) percent. This fee is paid directly to the CRA staff F' Alcoholic beverage vendors that participate in ~I CRAEvents are required to pay a percentage of'their net sales. usually twenty (20) percent. This fee is paid directly to the CRA starr F. Tickets f()r eounty-o\vned event attractions (i.e.. rock wall. giant slide) are sold lCl!' $1.00 and collected by the attendant on duty. G. Iran admission fee is charged. the fee is set by eRA stalTand is determined by analysis of revenue vs. expenditures by the CRA Executive Direc.tor. The CRA Board shall approve the admission fee. ~ 6 Packet Page -1556- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BA YSHORE GA TEW A Y TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL Event Budget - SAMPLE 6% Packet Page -1557- ~ ~ Other COPYING CHARGES Cost ' Office Copier -... 7 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOl>MENT AGENCY BAYSHORE GATEWAY TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL ~ SUBJECT: FACILITIES & OUTDOOR AREA FEES POLICY CRA 04: The purpose of this policy is to ensure appropriate use of indoor and outdoor areas and events vvithin the CRA boundary and to provide equitable fees and charges to users of such areas or events. PRoeEDURES: LIMITATIONS The CRA Executive Director may waive enforcement or application of any of these regulations or restrictions with respect to any outdoor areas or events provided such waiver does not interfere vdh public safety or enjoyment. The Collier County CRA Board shall set fees, rates and charges for all facilities and programs. --- Consistent with Collier County's and CRA's policy of ensuring all citizens equal opportunity to participate in events, any resident or non-profit organization requesting special consideration must substantiate to the Executive Director proof of financial need. All information provided is not confidential but will be used only for the purpose of establishing reduced or waived event fees. Rates and charges can be modified on a case by case basis if approved by the Executive Director lor special promotional sales and advertisements. CLASSIFICA TIONS Land and Facility Definition and Use I. Outdoor Areas: Open space or Jand owned or leased by the eRA Such outdoor areas shall include, but nOl be limited to all eRA o\vned parcels. Outdoor areas shall be used {()r those purposes designated or implicit in their character and an) deviation Ii-om normal appropriate use shall require express prior permission from the Executive Director. Facilities: Buildings and dwellings o\vned or leased by the CRA Facilities shall be used for those purposes designated or implicit in their character. Any deviation ii-om these intended normal uses shall require express prior permission fi'om the F.xecmive Director. 3. I)rorrrams: SpecialEvents~ public activities or festivals conducred on C~RA land (owned or leased). Any deviation from these intended normal uses shall require express permission iI'om the Executive Director. J USER CATEGORIES - APPLlCABLE TO ALL INDOOR AND OUTDOOR AREAS Governmental entities are not su~iect to fees, rates or charges. Civic Associations or homeowner associations located within the CRA boundary win not be subject to lees, rates or charges for __. their one monthly general membership meetings held inside CRA-owned commercial buildings. 8 Packet Page -1558- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BA YSHORE GA TEW AY TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL All other facility users shall have their fees determined by the category ofthe entity. The two categories are: CATEGORY I - Federal Income Tax Exempt Entities, Re!!istered Charities, Not-For-Protit Groups. Federal lncome Tax Exempt Entities]. $5.00 per hour (indoor) lGroups which are exempt from taxation under any subsection of Section 50 I (c) of the internal revenue code. Specified Sales Tax Exempt Entities2. $5.00 per hour (indoor) 2Those entities which are exempt fTom Florida sales taxes pursuant to Subsection 212.08 (7), Florida Statutes as a home for the aged, nursing home, hospice, or as an organization whose primary purpose is to provide special educational, cultural, recreational, or social benefits to minors, or is a religious, charitable. scientific, educational, or veteran's organizat ion. Local Not-For-Profit Groups3. $5.00 per hour (indoor) 3 Entities, irrespective of tax exempt status, which are not-for-profit corporations, organizations or other not-tor-profit entities that are of eollier County origin, have their principal location in Collier eounty. at least fifty percent (50%\) of' the group's membership are residents of Collier County with a primary purpose to provide social services to others or to protect interests outside of' the group. such as the environment. endangered animals, disadvantaged persons, or some other similar external interest. The primary l()cus of'these groups is outward looking and a\V3Y from the personal interests of' the group's members. Other Local Not-For-Profit Groups". $5.00 per hour (indoor). 4Those entities, irrespective of tax exempt status, which are n01-for- profit corporations, organizations or other not for profit entities that are of Collier County origin, have their principal location in Collier County, at least i1fty per cent (50%) of the group's membership are residents of Collier County, but the group's primary purpose is not to provide social services to individuals who are not bona fide members of the group or is not to protect interests outside of the group. This category includes property owners' associations, political groups, and all other special interest oriented clubs such as hobbyists' clubs, chess clubs, radio clubs, hunters and fishermen clubs. .stamp, coin. and other collectors' clubs; garden clubs, car clubs, and all other similar clubs, Packet Page -1559- .--- ~, ,-......, 9 --.. 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BA YSHORE GA TEW A Y TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL groups or organizations. The primary focus ofthese groups is inward toward the group's members. Additional Fees: Fund Raising Activities. $20.00/hr ADDED TO HOURLY RATE ABOVE Each Category I individual, group, organillltion or entity involved in any fund raising activity must pay full fees. Fund raising activities include: 1. Charging in advance for an admission ticket or requiring any tangible thing of value for admission to, or to participate in, any activity at any CRA-owned building, facility, or land, or, '1 Requiring any donation of money or any other tangible thing of monetary value, or, 3. Selling or bartering any tangible thing of monetary value Fund raising activities do not include: I. Season sign up fees for persons to join league as a team member or team participant '1 The sale of educational materials for use as study materials for students attending class conducted at a CRA facility. Such sales must be at or below the seller's actual costs. -- CATEGORY II - All Others Each individual, group, organizlltion or entity that is not within Category J. FEE S'fRlJCTURF: - (All fees are exclusive of'sales taxes). $1 o.on per hour (indoor) Additional Fees: Fund Raising. Activities. $20.00/hr ADDr:D .1'0 IIOURL1' RATE ABOVE r;ach emeg.ory II individual. group, organiz.ation or emity involved in any f'und raising activity must pay Jidl fees. 1;L1nd raising activities include: J. Charging in advance for an admission ticket or requiring any tangible thing of value for admission to, or to participate in, any activity at any CRA-O\vned building, facility, or land, or, ! Requiring any donation of money or any other tangible thing of monetary value, or, 3. Selling or bartering any tangible thing of monetary value -... Fund raisin!! activities do not include: 1. Season sign up fees lor persons to join league as a team member or team participant '1 The sale of educational materials for use as study materials for students attending class conducted at a CRA fac.ility. Such sales must be at or below the seller's actual costs. 10 Packet Page -1560- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BAYSHORE GATEWAY TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL ~ SUBJECT: EVENT SPONSORSHIPS POLICY CRA 05: Sponsorships are obtained to help minimize the direct cost of an event. PROCEJ)URES: A. Sponsorships can be in cash or in-kind (i.e., merchandise, prizes, advertising or anything that helps facilitate the event). B. A Sponsorship Opportunities package is available to any organization or individual who is considering the possibility of sponsoring an event. C. The Sponsorship Opportunities package includes prospective events for sponsorship, event demographics, event focus, and equal billings. D. There are different levels of sponsorship are available based on the extent of participation of the sponsoring organization or individual. Platinum sponsorship $5.000 Minimum or Equivalent Goods or Services producl's Sponsorship lneludlls SpOl' VIP Advenisement Tent eRA News LMter Advertisement (busine", ""rd) Local Honorable Mention Sponsorship Certifical'e of Appreciation .\. '.. . - {.. ((J(,)").) '~~(j~~O'~'~l?fiJ!l~ "(~T:,,~~\" ,"'" ~~,-~~,,'- iJ,__/,'>) 'j:..:-~~~_!J_r'fJ k,,"-' \.. '; ,~#," '\,/'..' :It :r;;I!i\,rn;I\,,,,i(,C; \rj( '')) . ,fF'~}~~yV/!.rT, ,;,1",,\" ~, '- ~ EvenrName ::::-.Ient[lEiTe Gold Sponsorship S2.500 Minimum or Equiv~lent Goods or Servjce~ pro<lucts eRA News LMterA dvertisement Ibusine~5 card. Local Honor"bl", Meotton I Sponsorship Certificate ofAppreci~tion I Silver Sponsorship S500 to :S1000 l:>r Equivalent Goods or Services products eRA. Nllws Letter Advertinment (business card) Sponsorship Certificate of Appreciation Bu sinessfOrganization' Contacthlame: Address Shout Out sponsorship $100.00 Minimum or Equivalent Goods or SHvi<:es products Li~t.d as a Sponsor in the eRA New$ L~.r. Sponsorship Certificate of ApprtKiation Phone: Email: Please send logo for advertisement opportunity In Kind Donation I Goods or Ser'lices Local Honorable Mention- VIP Tentfof nle of {Joods I and $llr'lices Listed in the eRA News Letter Spon$orship Certificate ofAppreel:ltj'on Thankyou toryourSupport For more information. call tneCRAofflce at (239)-643.1115 or G010 www.colhercra.comtor morernto Please mak.. checks payable to: ColllerCountyCRA Mal! to ~OEl9 Bayshore Drive. Naples. FI 3e1112 All contributions are tax d..ductlble 59-6000558 -... 11 Packet Page -1561- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BA YSHORE GA TEW A Y TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL --- SUBJEeT: CO-SPONSORED SPECIAL EVENTS POLley CRA 06: The CRA may co-sponsor community special events provided they meet the mission and objective of the CRA.;. · ThrouQh active participation in the planninQ, coordinatinQ. fundinQ and executinQ an event in partnershiD vv'ith a for-profit or not-for-profit omanization(s); · ThrouQh the flnancial support and/or sponsorship with a not -for-profit or!!anization in the execution ofa Communitv Event Grant (CEG) A!!reement.-: PROCEDURES: A. It is at the discretion of the Execut ive Director to refuse co-sponsorship of any event that does not conform to the County's or CRA 's mission and values. B. Collier County CRA is an equal opportunity event co-sponsor that may include for-profit as well as not-lor-profit organizations. ~ C. Collier County CRA financial support for a not-tor-profit omanization's communitv event will be revie\ved and approved throuQh the submission of a CRA Communitv Event Grant aPDlication. &D. Adherence to all applicable eounty ordinances and CRA policies and procedures is mandatory. ++.-r:. F:vent permits (if' applicable) are the responsibility ol'the event organizer. hF. Permission to utilize the eRA logo must be obtained prior to any event media or publicity. --- ") I. Modification aooroved on September 27.2011 bv the CRA Executive Board Packet Page -1562- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BA YSHORE GA TEW A Y TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL ~ SUBJECT: ACCEPTANCE OF DONATIONS & GIFTS I)OLlCY CRA 07: The CRA will accept donations and gifts that are detemlined to be ofbenetlt to CRA Event activities, programs and operations. . This policy applies to donations of cash, goods, or in-kind services as opposed to grants. All activities related to solicitation of cash, goods or services from established donor agencies or through established donor programs will be considered grants and \;vill be required to follow the County Grants Policy (CMA #5330). . Under no circumstance is this policy to supersede the County Ethics Policy (CMA #53 11), the County Policy for Solicitation and Acceptance for Donations for Projects (RLS ADM 030103-03) or any applicable local, state, or federal la\-\. PROCEDURES: A. CRA stafrwill not solicit donations of cash, goods, or in-kind services without the express written consent of the Executive Director who will only authorize solicitation of donations if the purpose is in keeping with the mission of the CRA mission, eRA Event and appropriate to eRA operations. B. Unrestricted cash donations will be accepted. rfcash donations are made \vith restrictions as to ho\\' funds are to be spent. the donat ion will be accepted on Iy afler the Executive Director has determined that expenditure 0 f'such funds f()l' such purposes is in keeping wilh the mission orthe eRA and appropriate to the eRA r.:vent or operations. a. Budgeted cash donalions can be accepted on the authority of'the Executive Director. ~ b. Unbudgeted cash donations mLlst be accep~ed by the eRA Executive Board via executive summary and budget amendment to recognize the revenue and appropriate it to the proper expenditure line item. C. Donations of in-kind services, goods or gifts will be accepted only afier the Executive Director or designee has determined that such services are in keeping with the mission orthe CRA and appropriate to the CRA Event or operations. a. StaffwilJ maintain a record of the value of the services received or exchanged. b. Staff wi JJ not attest to the value 0 fthe donated goods or gifts. If for the CRA' s purposes only staff determines the value of the goods to be above the appropriate thresholds, staffwiIJ follow the applicable inventory procedures. ---. 13 Packet Page -1563- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BA YSHORE GA TEW A Y TRIANGLE EVENT POLICIES ANI> PROCEDURES MANUAL .- SUBJECT: VENDORS & APPLICATIONS POLICY CRA 08: All vendors must apply for and be approved should they wish to conduct business at CRA sponsored events. PROeEI>URES: A B. e. D. E. F. -... G. All prospective event vendors must complete a vendor application. Associated cost for vendors is determined by eRA staff The overall event permit is the responsibility of the CRA. Applicable vendor-specific permits are the sole responsibility of the vendor. The CRA is not responsible lor auendance, sales, or closures due to regulatory agencies. No products associated with tobacco or drugs will be permitted to be displayed or sold. Vendors must be set up one (I) hour prior to the published event start time and are not permitted to break down until the published event end time unless otherwise instructed by event oHicials. II. 'rhe eRA reserves the right to deny, reject, or remove any exhibitor f(lLlI1d to be in violation of'established CRA guidelines and eollier COLlnty/eRA policies or ordinances. I. Retail. educational (non-sales), political and not 111r profit booths do not require insurance. I.'ood, alcohol beverage. rides, carnivals and other vendors lhat present any activity that may pose a risk to the public shall be required to obtain liability insurance. All insurance certiiicates shall list Collier County Board ofCoullty eommissioners and Collier County Community Redevelopment Agency as 'additional insured'. -. ]4 Packet Page -1564- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BA YSHORE GA TEW A Y TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL Bayshore Gateway Triangle CRA VENDOR APPLICATION ARTS & CRAFTS EVENT DA TE(S): EVENT TIME: ~ Name (PRINT): DBA: Address: City: Work Number: State: Zip: : Cel]: Fax Number: Amount of 10 x 10 spaces: Type of set up: Items to he sold: All vendors must supply electrical cords and are advisedto have generators if needed. Special needs mayor may not be accommodated. Please list any that you may have. Guidelines: I. Booth Fee is $25 with a refundable $75 deposit to reserve space. No refunds will be given due to inclement weather. Please make check payabletoCRA (Collier County Community Redevelopment Agency). The alternat ive rain date is 2. Booths are available on a tirst come first serve basis. The Collier County Community Redevelopment Agency is not responsible for attendance, sales, or closure due to regulatory or licensing agencies. -... 3. Collier County eRA reserves the right to deny, reject. or remove any exhibitor found to be in violation of the above guidelines or CRA/County policies or ordinances. 4. Vendor will be immediately removed from site and not allowed to return iffound to be displaying or selling any products connected with the tobacco industry or vie\ved as drug paraphernalia. 5. Vendor will he immediately removed tl-om site and never allowed to return if found to be displaying or selling any products that may appear to look like or be utilized as a weapon. 6. All vendors must be completely set up by _ (time) on (day). 7. No vendor is to break down until the end of the event or otherwise communicated by event on~cials. NO : Email: EXCEPTIONS. 8. For information pertaining to the event please call Bayshore Gateway CRA al 239-643-11 15. ~Ieasemail application and payment to: Bayshore Gateway Triangle CRA 4069 Bayshore Drive Naples. FI 34] 1:2 Signature of Responsible Part) ~. 15 PacketPage-1565- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REJ)EVELOPMENT AGENCY BA YSHORE GA TEW A Y TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL -... Bayshore Gateway Triangle CRA VENDOR APPLICATION FOOD & BEVERAGE EVENT DATE(S): EVENT TIME: Name: DBA: Address: City: \\lork Number: Fax Number: State: Zip: ;Cell: : Email: Amount of 10 x 10 spaces: Type of set up: Items to he sold: ~ All vendors must supply electrical cords andare..advisedto have generators if needed. Special needs mayor may not be accommodated.. please list any that you may have. Guidelines: 1. Booth Fee is $25 with a refundable $75 depositto reserve space. No refunds will be given due to inclement weather. Please make check payableto CRA (CollierCowlty Community Redevelopment Agency). The alternative rain date is 2. Booths are available on a first come first serve basis. The Collier County Community Redevelopment Agency is not responsible for attendance, sales. or closure due to regulatory or licensing agencies. 3. Collier County CR1\ reserves the right to deny. reject, or remove any exhibitor found to be in violation of the above guidelines or CRA/County policies or ordinances. 4. Vendor will be immediately removed fl'om site and not allowed to return if found to be displaying or selling any products connected with the tobacco industry or viewed as drug paraphernalia. 5. Vendor will he immediately removed ii'om site and never allowed to return if l<'llllld to be displaying or selling any products that may appear to look like or be utilized as a \veapon. 6. All vendors must be completely set up by (time) on (day). 7. No vendor isto breakdown until the end of the event or otherwise communicated by event officials. NO EXCEPTIONS. 8. Food and alcohol vendors must deliver liability insurance to the CRA. 9. For information pertaining to the event please call Bayshore Gateway CRA at 239-643- 1 1 IS. Please mail application and payment to: Bayshore Gateway Triangle eRA 4069 Bayshore Drive Naples, FI 34] 12 Signature of Responsible PaJ1~ --- 16 Packet Page -1566- 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BAYSHORE GA TEW A Y TRIANGLE EVENT POLICIES AND PROCEDURES MANUAL -... SUBJECT:PRIV A TE EVENTS UTILIZING eRA PROPERTY POlley CRA 09: With proper, prior permission, organizations, groups, and individuals may use the eRA property for private special events, to include any property leased by the eRA. PROCEDURES: A. Any organization, group, or individual may use the CRA owned property fur a private special event, to include any property leased by the eRA. B. Applicable fees and charges for private special events are set forth in the CRA's adopted Fee Policy. e. A Rental Agreement must be utilized for all private events and forms will be logged and tracked by CRA staff. D. Event permits (ifapplicable) are the responsibility of the event organizer. Applicable vendor specific permits are the sole responsibility of the vendor. E. It is at the discretion of the Executive Director to refuse any event that does not conform to the eRA mission and values. ~ F. Service of Alcoholic Beverages in CRA-owned or leased buildings or on CRA properties. These provisions apply It)r any private event where alcoholic beverages will be available. No alcohol may be made available without a valid Certificate of'lnsurance on fIle at the eollier County Risk Management listing Collier County ancl Community Redevelopment /\gency as addilional insured. a. 'The user must present a Cieneral Liability Policy for the date of use which specifIcally includes contractual liability and host liquor liability in an amount not less than five hundred thousand dollars ($500,000) at least l{)Ur (4) \veeks prior to the event. b. As determined by the County Risk Management Director, in the event oe . Above average exposure five hundred thousand ($500,000) liability coverage shall be required. . In the event of unusual or high exposure one million dollar ($1,000.000) liability shall be required. B. Sale of Alcoholic Beverages In the event any user intends to sell alcoholic beverages, they will be required to meet all State requirements regarding the sale of alcohol and obtain all required permits. Copies of said permits shall be filed with the CRA Executive Director or ---- 17 Packet Page -1567- ~ 9/27/2011 Item 16.8.7. COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY BAYSHORE GATEWAY TRIANGLE EVENT POLICIES ANI> PROCEDURES MANUAL designee. The Executive Director or designee shall contact Collier County Department of Risk Management for insurance requirements. C. Rules and ReQulations fi.)r Users ServinQ Alcoholic BeveraQes I. It is the responsibility of the user that no alcoholic beverage shan be allowed outside assigned area(s). I The user is responsible to ascertain that no alcoholic beverage shall be served to any person under the age 01'21. 3. The lIser shall be responsible for the behavior of any parties with the user's group. 4. The user shall be responsible to assure that no alcoholic beverages are served during the last thirty (30) minutes of user's scheduled event. 5. The user will be responsible for supplying a Certificate oflnsurance at least four (4) weeks prior to scheduled event (see insurance provisions). 6. The user will be responsible to comply with Chapter 562, Florida Statues. 7. The user must abide by all other operational policies and procedures of the eRA owned properties. Any violation of any of these rules can result in temlination of the event. 8. The user must pay the cost of security provided by the Collier County Sherifl~s Office. The fee is payable to Collier County Community Redevelopment Agency at the time of payment for facility use. ---.. -... 18 Packet Page -1568-